Which documents does Santix track?
The "Evrak" section knows 23 document types. Where a type has a statutory validity, Santix suggests the expiry date from the issue date and you apply it with one tap.
| Type | Suggested validity |
|---|---|
| Building permit | 60 months |
| Risk assessment, emergency plan | 24 months |
| OSGB safety service contract, safety training records | 12 months |
| Crane and electrical/earthing inspection reports, lift registration and inspection | 12 months |
| Scaffold inspection report | 6 months |
| Supervision contract, social security registration, health and safety plan, all-risk policy, bank guarantee, excavation permit, temporary utilities, site diary, environmental permit, occupancy permit | Date on the document |
| Invoice, delivery note, signed contract, other | Date on the document or none |
The suggestion is the general rule; a date printed on the document wins. Our site document checklist lists what each one is for.
How do you add a document?
Scan it with the camera, pick a photo, or choose a PDF or image file up to 50 MB.
- Tap add and scan, for example a scaffold inspection report.
- Online, Santix reads the image and pre-fills type, title, number, issuer, issue date and expiry date.
- Fields it found hard to read are flagged for checking. Compare them with the paper, especially dates.
- With no expiry printed but a statutory validity for the type, the expiry is suggested and flagged.
- Optionally link a company and a contract, add a note such as where the original is filed, and adjust the reminder days.
- Save. Reminders are set from the expiry date.
PDFs are not read automatically, and offline the form opens empty and the file uploads later. You can always enter details by hand.
What does scanning read?
Type is matched to one of the 23 types or set to "other" and flagged; title, number, issuer and dates in DD.MM.YYYY are read, and invalid dates are left blank and flagged. Nothing is saved until you review it. Reading is done with OpenAI through Santix's own server layer, with storage turned off and no user id sent; see AI assistance and security.
How do expiry reminders work?
By default the site manager, project manager and owner get a push notification at 09:00 Turkish time, 30, 14, 7 and 1 day before expiry. You can change the days per document (0 to 365, comma separated; 0 means the expiry day). A scaffold report issued on 15 September 2026 expires on 15 March 2027 and reminds on 13 February, 1 March, 8 March and 14 March 2027.
| Label | Meaning |
|---|---|
| Valid | More than 30 days left |
| Approaching | 8 to 30 days left |
| Urgent | 7 days or fewer |
| Expired | Past the date, shown in red |
| No expiry | No end date, no reminders |
The list is grouped into expired, approaching, valid and no expiry, soonest first, with search by title, number or issuer and filters by type.
What does a document record hold?
Type and title, number, issuer, issue and expiry dates with the status label, an optional company and contract, the reminder days, the file (open or share it in one tap) and a note. Invoices and delivery notes can be stored as document types too; they are not linked to budget payments automatically.
Are subcontractors' documents included?
Yes. Add them with the subcontractor's company selected. A subcontractor linked to its company sees only that company's documents. Owners have full access; project managers, site managers and field engineers add and edit; architects and viewers can read. Reminders go to the site manager, project manager and owner, not to the subcontractor. See the subcontractor role.
How do you get ready for an inspection?
- Open the list and check the expired group first.
- Chase anything marked urgent with whoever is renewing it.
- Filter by type to confirm the crane, scaffold and electrical reports are all valid.
- Check subcontractors' safety training records by company.
- Search and open the scanned copy when the inspector asks.
The list is stored on the device, so it opens with a weak signal; see the offline field app.
What it does not do
- It does not fetch or renew documents from government systems; it reminds you of dates.
- It does not replace the statutory electronic site diary (Şantiye-M).
- It does not read PDFs automatically.
- Suggested validity is the general rule, not a reading of your specific case.
Why not a binder and a spreadsheet?
A binder tells nobody that a certificate is about to lapse, and a spreadsheet only holds the date. In Santix the date drives a reminder and the scanned copy is on your phone. Bank guarantee and insurance dates in contracts are also reminded from contract templates; the site manager page shows where documents fit in a working day.
Frequently asked questions
When are document reminders sent?
By default 30, 14, 7 and 1 day before expiry at 09:00, to the site manager, project manager and owner. You can change the days per document.
Is scanned information always correct?
It is a suggestion. Fields that were hard to read are flagged, and you confirm everything before saving.
Are PDFs read automatically?
No. Automatic reading works on camera scans and photos; for PDFs you enter the details yourself.
What if no expiry date is printed?
If the type has a statutory validity, such as 6 months for a scaffold report, Santix suggests the expiry from the issue date.
Can subcontractors see other companies' documents?
No. A subcontractor sees only documents linked to its own company.